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ADMINISTRATIVE AIDE

HUMAN RESOURCES OFFICE

Recruitment #22-002572-0001

Introduction

This is a contractual position, and employee will be paid for actual hours worked.  This position is eligible for subsidized health insurance and a limited amount of paid leave.

GRADE

ASTD11

LOCATION OF POSITION

Maryland Department of Agriculture Headquarters - Annapolis, Maryland.

Main Purpose of Job

Provide administrative support to the HR Officers and Directors in the Office of Human Resources and to provide backup assistance to the Personnel Associate. This position requires that the incumbent maintain confidentiality of highly sensitive personnel information.

POSITION DUTIES

Records Management - Create templates and power forms using DocuSign, and set up electronic routing. Create electronic folders and tracking sheets, upload files, and confer with HR staff to ensure the most efficient organization of files.  Periodically review electronic filing systems, propose reorganization, new folder creation, and archiving as necessary.

Recruitment/Reclassification - Assist the Personnel Associate to prepare interview documents, review supervisory personnel requests to ensure completeness and accuracy.  When necessary, contact employees and managers to request revision and/or additional documentation. Create tracking forms, add demographic data, upload completed paperwork to a shared drive.  Disseminate interview schedules to the front desk at headquarters, greet candidates, provide and accept necessary forms and direct candidate to the interview location.  Conduct reference checks and prepare post-hire paperwork.

Employment Services - Assist the HR Officer In conducting new employee orientation. Serve as the primary contact to DLR to handle unemployment insurance claims. Research personnel data in Workday to prepare and process various forms. Prepare offer letters. Assist the Personnel Associate to answer telephones, reply to basic HR questions, route calls, update employee/position information in Workday.  Run reports in JobAps and Workday, and export data to Excel.

Miscellaneous/Special Projects - Review Exit Interview forms and compile quantitative and qualitative data by program on an annual basis.  Create a directory of interview questions and file by content.  Other related HR duties as assigned.

MINIMUM QUALIFICATIONS

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Four years performing secretarial work or clerical work involving typing duties.

Notes:

1. Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.

2. Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted at the rate of thirty credits for one year of experience for up to two years of the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.

  • Experience using Excel, DocuSign, Workday and/or JobAps.
  • Experience establishing an electronic filing system, maintaining electronic files, tracking work and updating logs.
  • Experience working in a human resources office.
  • Customer service experience.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

NOT APPLICABLE.

SPECIAL REQUIREMENTS

Demonstrated ability to accurately type on a keyboard on a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.

BENEFITS

Contractual employees who work for an agency covered under the State Employee and Retiree Health and Welfare Benefits Program, have a current employment contract and work 30 or more hours a week (or on average 130 hours per month) may be eligible for subsidized health benefits coverage for themselves and their dependents. As a contractual employee, you will be responsible for paying 25% of the premiums for your medical and prescription coverage, including any eligible dependents you have enrolled. The State of Maryland will subsidize the remaining 75% of the cost for these benefits. You can also elect to enroll in dental coverage, accidental death and dismemberment insurance, and life insurance, but will be responsible to pay the full premium for these benefits.

Leave may be granted to a contractual employee who has worked 120 days in a 12 month period. This leave accrues at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year.

FURTHER INSTRUCTIONS

For questions concerning this recruitment, please contact:  Mary Darling at 410-841-5847 or mary.darling@maryland.gov

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application to: Maryland Department of Agriculture  Human Resource Office, Room 304,  50 Harry S. Truman Parkway  Annapolis, MD  21401. Resumes will NOT be accepted in lieu of completing the online or paper application. All paper applications must be received by the closing date, no exceptions.  (Postmarks not accepted.) If you are submitting additional information, such as diplomas or transcripts, the preferred method is to upload them online with your application. If you are unable to upload, you may mail, hand-deliver or fax (HR Fax # 443-602-9831).

TTY Users: call via Maryland Relay As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
Apply via Paper Application. You may also download and complete the Paper Application here.